SYSTEM DOCUMENT CONTROL SPECIALIST

Phabritek Sdn. Bhd.; Batu Kawan; On-site; MYR 60,000 - 90,000; Full time

Job summary

Phabritek Sdn. Bhd. seeks a Document Control Specialist to manage the full lifecycle of management system documents, ensuring accuracy, traceability, and ISO-aligned compliance in a manufacturing setting.

You will maintain document numbering, master lists, reviews, and archiving; support internal audits, training, and cross-department coordination while protecting confidentiality and data quality.

Qualifications

• Bachelor's degree or higher; preference for quality management, records management, information management or related fields.
• At least 3 years of experience in document control, management system documentation, quality management systems, or records management; manufacturing experience preferred.
• Basic knowledge of ISO 9001; familiarity with ISO 14001, ISO 27001 and ISO 45001 preferred; experience with audits or certification documentation is a plus.
• Proficient in Microsoft Office, especially Excel and Word; capable of maintaining data registers, document lists and records; basic data analysis and reporting.

Responsibilities

• Manage full lifecycle of management system documents, including preparation, review, approval, issuance, revision, withdrawal, retrieval and archiving.
• Maintain standardized document numbering, naming conventions, formats, versions, access permissions and storage paths.
• Maintain master document list and conduct regular reviews to prevent obsolete or unauthorized documents.
• Maintain data related to management systems (ISO 9001, 14001, 27001, 45001) and ensure registers and lists are up-to-date.
• Archive and retain management system records across operations, audits, training, risk assessments and corrective actions with standardized indexing.
• Assist with system document communication, training, internal audits, management reviews and external audits; follow up on missing information.
• Check document updates, record completeness and compliance; coordinate with departments on overdue updates and actions.
• Maintain electronic document repositories, folder structures, access permissions and backup records per information security and confidentiality requirements.
• Perform other document control and data maintenance tasks as assigned.
• Experience in managing bilingual Chinese and English documentation is preferred.

Skills

Document control

Records management

ISO 9001 knowledge

Data analysis

Communication & coordination

Time management

Confidentiality awareness

Bilingual Chinese-English

Education

Bachelor's degree or higher (quality/records/administration)

Tools

Microsoft Office (Excel, Word)

Job description

Manage the full lifecycle of management system documents, including preparation, review, approval, issuance, revision, withdrawal, retrieval, and archiving, ensuring document accuracy, validity, and traceability.

Maintain standardized document numbering, naming conventions, formats, versions, access permissions, and storage paths. Maintain the master document list and conduct regular reviews to prevent the use of obsolete or unauthorized documents.

Maintain and update data related to management systems, including ISO 9001, ISO 14001, ISO 27001, and ISO 45001. Ensure that system registers, data records, and management lists are accurate, complete, and up to date.

Collect, classify, organize, archive, and retain management system records, including operational records, audit documents, training records, risk assessment records, and corrective action records. Establish standardized indexing and retrieval mechanisms to ensure traceability and accessibility.

Assist with system document communication and training, training record management, internal audits, management reviews, and external audits. Prepare relevant documents and records and follow up on missing, outdated, or incomplete information.

Conduct periodic checks on document updates, record completeness, and compliance. Follow up with relevant departments on overdue updates, missing records, and non-standard documentation to ensure timely corrective action.

Maintain electronic document repositories, folder structures, access permissions, and backup records in accordance with company information security and confidentiality requirements.

Perform other document control, management system, and data maintenance tasks assigned by the supervisor.

Job Requirements

Bachelor's degree or higher, with preference given to candidates majoring in quality management, administrative management, records management, information management, or related fields.

At least 3 years of experience in document control, management system documentation, quality management systems, or records management. Manufacturing industry experience is preferred.

Basic knowledge of ISO 9001 is required. Familiarity with ISO 14001, ISO 27001, and ISO 45001 is preferred. Experience in system audits or certification project documentation is an advantage.

Proficient in Microsoft Office, especially Excel and Word. Able to independently maintain data registers, document lists, and records, and perform basic data analysis and reporting.

Familiar with document numbering, version control, document issuance, revision, withdrawal, and archiving processes. Strong skills in document organization, classification, retrieval, and standardization.

Detail-oriented with strong data accuracy awareness and logical thinking. Able to ensure accurate data entry, complete records, timely updates, and follow-up on identified data discrepancies.

Good communication and coordination skills, with the ability to follow up with different departments on document updates, record submissions, and corrective actions to meet established deadlines.

Responsible, well-organized, proactive, and able to manage time effectively. Strong confidentiality awareness and the ability to follow established procedures and requirements.

Experience in managing bilingual Chinese and English documentation is preferred.